Making Telework Work in a Public Sector Environment - A Telework View from the Commonwealth of Virginia

Transcription

1 Making Telework Work in a Public Sector Environment - A Telework View from the Commonwealth of Virginia Karen Jackson Deputy Secretary of Technology March 2010 Gubernatorial Priority Telework a Key Priority at the Outset of the Kaine Administration A Lofty (Telework) Goal Governor Kaine calls for 20% of eligible Virginian state workers to telework by 2010 Telework Adoption % 41% of federal workers eligible 4.9% 10% of nearly 1.2M lines delivered by satellite, wireless, or power lines Broadband Access a Requirement Governor Kaine calls for access to broadband services to all businesses by 2010 Broadband Adoption % 40.4% Nearly 200K high speed lines deployed Commonwealth of Virginia Federal Government Residential Business Governor Kaine on Telework Governor Kaine calls for 20% of eligible Virginian state workers to telework by 2010; Telework is a familyfriendly, business-friendly public policy that helps us recruit and retain a high-quality workforce in a competitive job market. Source: The Status of Telework in the Federal Government (2005) ; Office of Personnel Management; FCC; Virginia State Corporation Commission; DHRM Page 2 1

2 Leading by Example Telework Reporting a Requirement for all Cabinet Secretaries Every cabinet member must report employee telework statistics for the week as part of weekly private exercise to brief the Governor on top priorities Page 3 Initiatives Building a Telework-Friendly Culture Across State Agencies I Increase Employee Eligibility II Maximize Telework Enrollment III Encourage Private Sector Adoption #Telework Definition: Codified "Telework" as an arrangement in which employees perform job duties away from the central workplace at least 1 day per week (or 32 hours per month) #Automatic Eligibility: Default option for HR to deem selected job descriptions as eligible unless agency appeals, effective July 1, 2008 #Implementation Guidance: Road Map published February 2008 to support agency initiatives #Enrollment Best Practices: COTS Telework Best Practices document offers best practices and sample documents #Technology Standards: VITA Telework Policy for appropriate use of personal computers effective July 1, 2007 #Telework Pledge: In partnership with NVTC, recruited 30 private sector firms to implement or increase telework activities through a public pledge #Telework!VA :Broaden outreach opportunities including re-designed website, e-learning models and targeted marketing Page 4 2

3 Step One: Eliminate Holes in Program Policies and Procedures Make telework a priority Virginia s Office of Telework Promotion and Broadband Assistance (EO35 (2006) HB1017 (2008)) Clearly define terms and goals 1994 Telework/Telecommuting Task Force 2001 Initial Telecommuting Legislation 2005 Alternative Work-Schedule/Telecommuting Goals 2008 Telework revised definition and goals (HB1018, HB1021) Establish Policies and Procedures to Support Implementation Telework Road Map (2007) Department of Human Resource Management Telework Policy (updated 2008) Telecommuting Use of Personal Computers (Virginia Information Technology Agency 2007) Department of Accounts Telework Expense Payment Policy (2008) Page 5 Step Two: Develop HR Policies, Procedures and Templates Telework Policy and Sample Work Agreements Telework Eligibility Checklists Page 6 3

4 Step Two: Develop IT and Document Management Policies and Procedures Security Standards Personal Computer Acceptable Use Policy Page 7 Step Three: Support Management Decision Making Remove the guess work through effective policies and procedures Page 8 4

5 Step Four: Set Expectations Telework Roadmap to manage expectations Page 9 Step Five: Draw Support from Existing Resources (a.k.a. don t reinvent the wheel) Free Online Information and Training Page 10 5

6 Step Five: Draw Support from Existing Resources (a.k.a. don t reinvent the wheel) Free Online Tools and Resource Materials for Coordinators, Employees, and Managers Page 11 Step Six: Integrate Telework into Continuity of Business/Pandemic Plans Telework as a tool for achieving goals/fulfilling requirements Page 12 6

7 Achieving Telework Goals (FY2010) State Employee Teleworkers % Eligible Office of Telework Promotion and Broadband Assistance ( OTPBA ) 48% annualized growth rate Launch Executive Order signed September 12, 2006; Director reports to Secretary of Technology 12.1%* Nov % June 2009 Goal Promote and encourage the use of telework alternatives for public and private employees, including but not limited to appropriate policy and legislative initiatives In 2008, Office codified with a clear Legislation telework definition (>one day per week) and 20% enrollment goal of eligible employees *Adjusted based on August 2008 eligible positions but prior to new definition Page 13 Next Steps: Determine future telework goals for eligible state employees Pursue funding for expanded telework initiatives as part of the Commonwealth s round 2 submission to the National Telecommunication and Information Administration s building sustainable demand program Continue to utilize telework as an integral part of COOP/pandemic plans and green initiatives Page 14 7

8 Karen Jackson Deputy Secretary of Technology Commonwealth of Virginia Page 15 8